College of Liberal Arts

University Affiliate Positions | Visiting Scholar Procedures | Chart of Research Titles

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Checklist for VS/VR positions

Nonemployee Overview

All Nonemployees must have a Worker Type of Contingent Worker in WorkDay (except A013, 0912, and 0925 which must be assigned a worker type of Employee).

If a 2nd job is added or the person holds mutiple assignments, the Nonemployee (Contingent Worker) must be converted to Worker Type: Employee, Worker Sub-Type: Nonemployee, and initiate the Business Process --> Add Job to sucessfully add the additional job.
All Nonemployees must have zero (0) weekly scheduled hours.

University Academic Affiliates are individuals who have non-employee only academic relationships with the university and meet the related requirements. These are non-employee only positions, so If the person has other concurrent employment with The University, these affiliate assignments are not needed.

Note! Individuals in classified or A&P positions cannot hold assignments with zero hours [0%] unless the incumbent also holds a faculty position.


  

Job Profile (A010): Research Affiliate - Postdoctoral

- Recent Ph.D. graduates (within three years) who are self-funded or independently funded by a third party source such as a grant or other institution. Postdoctoral Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors.

Job Profile (A011): Research Affiliate - Research Fellow


- Research Fellows have at least three years of research experience (post-Ph.D.), and plan to return to their home institutions after brief collaborations at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.

Job Profile (A012): Research Affiliate - Senior Research Fellow


- Senior Research Fellows have established research careers at other institutions, to which they plan to return after brief collaboration at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Senior Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Senior Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.

Job Profile (A003): Independent Contractor

(individuals providing professional or educational services as a nonemployee)

Job Profile (A004): Employees of a Contractor

(examples: elevator repair, equipment installation)

Job Profile (A005): Employee of a Governmental Agency

(examples:state auditors, military recruiters)

Job Profile (A007): Visiting Student - Students

who assist researchers, who have not yet completed a ph.d terminal degree, or who are in residence at UT for less than two weeks, or do not qualify for the Visiting Researcher title.

Job Profile (A008): Volunteer

(example:museum docents and guides)

Job Profile (A006): Visiting Researcher/Scholar

(Visitors from other institutions in academic titles) - Visitors from corporations or academic institutions or independently funded by a third party source such as a grant or other institution. Visitors must be here collaborate on research that may primarily benefit the department. When processing these assignments must explicitly state the direct benefit of the visitor to department's primay functions. Visitors here exclusively for independent research does not quallify for visiting scholar assignment without the express benefit to the department.

Job Profile (A009): Other University Academic Affiliate

- to be used for other visitor processes where the other more specific titles are not best fit.

More Details | See: Lisiting for Job Profiles (PDF)

question iconHow can an affiliated worker obtain a UT EID?
A UTEID is required to assign the worker to an affilliated position.
Each person may only have one UTEID, so ask the worker if they already have a UTEID before asking them to initiate a new one. If they need to obtain a UTEID, they can visit the UTEID Self Service Tools to create and claim one.

question iconHow can an affiliated worker obtain a UT ID Card?
First, not all affiliated workers need a UT ID card, for those who do, they must visit the ID Center after the appointment if final approved and processed.

Visiting Scholar Procedures

question iconWhat policies and procedures are needed for Visiting Scholar/Visting Researcher Positions?

For Visiting Researcher/Scholar Affiliated Worker positions, all assignment or modify documents will route to the Dean's Office for final approval. Incumbents assigned to Visiting Researcher/Scholar positions require background checks.

checkboxChecklist for preparing Visiting Scholar WorkDay documents

  • Draft Offer letter  in PDF format on Departmental Letterhead --Submit this doc to COLA HR Team list
    note: Only give a copy to scholar once the HRMS assignment document has obtained final approved.
  • Visitor’s Curriculum Vitae --Submit this doc to COLA HR Team list (la-hr-team@utlists.utexas.edu)
  • Background check results included in HRMS assignment document notes.
  • Visual Compliance check included in HRMS assignment doc notes to specify who and when completed.
  • Required WorkDay Document Comments/Notes:
    Include these remarks in each assignment document:
  1. visitor's nationality,
  2. (home) institutional affiliation and country,
  3. purpose of visit, and
  4. background check results date (mm/dd/yy).

 

Chart of Research Titles

question iconWhat is a 'Research Affiliate' and how is this different from a 'Visiting Scholar/Visiting Researcher' positions?
In July 2010, new affiliate researcher job codes become available for use in HRMS. These affilliate research positions are:.

  • Reseach Affiliate—Postdoctoral
  • Research Affiliate—Research Fellow
  • Research Affiliate—Sr (Senior) Research Fellow

These positions should be used for postdoctoral fellows/researchers and research fellows who are not paid through the university’s Payroll Services, and who are not Visiting Researchers/Scholars, but who do need access to university systems. These positions are designated as security sensitive, meaning background checks are required for incumbents assigned to them.

Note: Visiting Researcher/Visiting Scholar positions are approved through the Office of the Vice President for Research (see above) and require additional paperwork to be processed.

Nonemployee - Affiliate Academic Research Titles
Title Research Fellow/Sr. Research Fellow Post-Doctoral Fellow Visiting Researcher/Visiting Scholar
Position Duration No minimum; maximum 2 years No minimum; maximum 3 years 2 week minimum; 1 calendar year maximum (renewable)
Payment Information Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2) Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2) No type of payment/reimbursement allowed
Intellectual Property/Export Controls Agreement Required No No Yes
Background check required Yes Yes Yes
Classification Guidelines Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit Visitor (typically) initiates contact for nomination process. Research primarily benefits visitor or visitor's home institution
Visitor Affiliation Individual is based at another institution/private sector or in another country Individual is based at another institution/private sector or in another country Individual is based at another institution/private sector or in another country
Minimum Academic Level Required PhD (received more than 3 years prior to assignment) PhD (received within 3 years of assignment) BS
Principal Investigator status co-PI status available upon request to OSP N/A N/A

 

UTEID Resources

Get a UT EID - Self Service Tool

Related Links and Resources


About Visas

Payroll Services Resources

Independent Contractors or Casual Employee:

Useful forms: Authorization for Professional Services (APS) Form and Independent Contractor Checklist*. A Payee Information Form (PIF)* is also required to properly establish a vendor record for the payee.

International Office Resources

Includes useful resources and services related to visas and immigration issues.

Provost Resources

Vice President for Research Resources

Office of Graduate Studies